Wedding & Event Coordinator

Cambridge Butterfly Conservatory; Cambridge; On-site; CAD 45,000 - 50,000; Full time

Job summary

The Cambridge Butterfly Conservatory is seeking a Wedding & Events Coordinator to oversee special events and ensure client satisfaction. This full-time role encompasses event planning, coordination of services, and maintaining high standards for events hosted in a unique venue. Candidates must have relevant event management experience, exceptional customer service skills, and the ability to work under pressure in a collaborative environment.

Benefits

Employee Assistance Program

Health & Dental Benefits

Matching RRSP program after probation

Qualifications

• Experience in wedding coordination or event planning preferred.
• Knowledge of local event regulations and permits is an asset.
• Ability to work long shifts and handle physical tasks.

Responsibilities

• Oversee wedding and special event functions.
• Coordinate vendor relations and event logistics.
• Provide excellent customer service and support during events.

Skills

Customer service

Time management

Problem-solving

Communication

Education

Post-secondary education in event management or related field

Tools

Smart Serve

CPR Level C

Food Safety

Job description

Cambridge Butterfly Conservatory is a family attraction that transforms after hours into an enchanting and truly unique backdrop for private events such as wedding ceremonies and receptions. Our facility includes ceremony and reception spaces complemented by a lush 10,000-square-foot simulation rainforest with thousands of live free-flying butterflies. We have hosted over 1000 wedding events to date. Client care and satisfaction are paramount and we are pleased to be expanding our wedding & event coordination team.

The Wedding & Events Coordinator will work as part of a team to oversee wedding and special event functions including customer sales and relations, menu consultation, event planning, event set-up/tear-down, and day-of event management. This role works hands-on to help weddings and private events run smoothly with individualized care and attention. Our workplace prioritizes work-life balance. We promote a positive work culture and encourage collaboration among our strong team of passionate experts.

Responsibilities

Assist the Senior Wedding & Event Manager with the following tasks:

• Check voicemail and e-mail, and respond promptly and accurately to inquiries and requests before, during, and after each event
• Coordinate and execute informational sales tours for potential clients
• Provide consultation on event offerings such as private rentals, menus, alcohol, etc.
• Maintain the accuracy of information packages
• Prepare quotes for clients and negotiate payment terms and contracts
• Schedule, coordinate and execute wedding client food tastings
• Coordinate all aspects of weddings and event management regarding the rehearsal, menu, site set-up (tables, chairs, linens etc), staffing, flowers, cake, etc.
• Oversee entire events from start to finish including equipment takedown
• Prioritize and self-direct tasks during event set-up, and demonstrate strong leadership and team management to ensure timely execution of events as detailed in BEOs
• Ensure bar services are managed safely within Smart Serve protocols
• Ensure all food services adhere to Public Health Ontario guidelines on Food Safety
• As a key holder and Event Manager for daytime and evening events, responsible for opening and closing procedures including turning off the Conservatory systems (lights, waterfalls, heating/cooling), arming the security system, locking doors, etc.
• Liaise with vendors, negotiate pricing and investigate cross-promotional opportunities
• Develop sales strategy and meet sales targets for weddings
• Represent Cambridge Butterfly Conservatory at relevant trade shows (i.e. design booth, set up booth and attend trade show)
• Cultivate a welcoming atmosphere and provide personable and attentive service to ensure seamless and enjoyable event experiences
• Provide exceptional customer service during wedding showers, corporate events, celebrations of life, and special events like our Sweetheart Stroll
• Uphold and promote a positive and caring work environment

Qualifications & Requirements

Education & Experience

• Post-secondary education in event management or related field
• Experience working in wedding coordination, event planning, or hospitality management with familiarity of wedding timelines, vendor coordination, and client/guest management
• Knowledge of local event regulations and permits is an asset

Skills & Abilities

• Demonstrate highly developed customer service skills when working with clients, vendors, and other internal departments
• Communicate effectively and professionally, in-person, on the phone, and in writing
• Effectively multi-task the management of multiple weddings, timelines, and event details with precision and efficiency
• Present a calm and poised demeanour in a fast-paced environment and remain professional and confident under pressure
• Demonstrate flexibility with last-minute changes or challenges that may arise and demonstrate quick problem-solving skills, adaptability, and agility
• Be committed to working long shifts (up to 12 hours, typically) over weekends and evenings, and must be willing to do physical labour (i.e. move tables, chairs, linens, and other equipment)
• Be available to work holidays as required

Certifications

• Police Background Check (Criminal Record Check and Vulnerable Sector Check)
• Smart Serve required
• Food Safety required
• Standard First Aid & CPR Level C required

Uniform

Staff are required to wear the appropriate uniform, footwear and safety equipment at all times as outlined in the Employee Handbook.

Wedding & Events Coordinator

• Business Professional attire (with Wedding Service uniform attire on-hand)
• Name tag

Wedding & Events Service

• A black CBC Event shirt and bistro apron (all are provided free of charge by the employer, but are subject to a fee if they are not returned at the end of employment)
• Black dress pants and black socks (employees must provide these at their own cost)
• Black slip-resistant shoes are required (employees must provide these at their own cost)

Compensation & Benefits

This is a full-time indefinite position. The annual remuneration is expected to be between $45,000 - $50,000 per year, which is composed of an hourly pay rate and event gratuities.

CBC offers an Employee Assistance Program to all employees. This role will be eligible for CBC’s Health & Dental Benefits and matching RRSP program after a probation period.